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Executive Secretary Job Description 

executive secretary answering phone at the office

Executive Secretaries provide crucial support to Executives by organizing schedules, attending meetings, handling phone calls or emails on their behalf and undertaking diverse administrative tasks.

Possessing exceptional time-management and organizational skills, as well as proficiency in office software and a robust understanding of business administration, Executive Secretaries play a vital role in supporting the daily job duties of company Executives.

executive secretary answering phone at the office

Streamline your hiring process by downloading or copying our free Executive Secretary Job Description Template below.

Executive Secretary Job Overview

Join [Company Name] as an Executive Secretary, where you will make a significant contribution to enhancing administrative efficiency and excellence within the organization.

As an Executive Secretary, your responsibilities will encompass supporting the Executive by organizing schedules, attending meetings and handling communications on their behalf.

Your role will also involve maintaining the Executive’s appointment calendar, proofreading documents and providing efficient and effective administrative support. We are seeking a candidate with excellent organizational skills, proficiency in office software and a strong understanding of business administration.

Efficient time-management skills are crucial for prioritizing tasks effectively, and outstanding communication and interpersonal abilities are vital for seamless collaboration with the Executive you will be supporting.

If you are enthusiastic about optimizing administrative workflows and prepared to make a meaningful impact in a dynamic work environment, we encourage you to apply for the Executive Secretary position at [Company Name].

Salary: $30–$35/hour

Schedule: Full-time (40 hours per week), Monday–Friday, with the possibility of overtime beyond 40 hours per week

Executive Secretary Duties & Responsibilities

  • Organize and manage the Executive’s schedules and appointments
  • Attend meetings and provide administrative support during sessions
  • Manage and handle executive-level correspondence, including emails and phone calls
  • Maintain the Executive’s appointment calendar and ensure timely reminders
  • Proofread and review documents before distribution to employees or stakeholders
  • Conduct research and compile relevant information for executive decision-making
  • Utilize proficiency in office software for efficient document creation and management
  • Provide efficient and effective administrative support to executives or management
  • Coordinate and prioritize various administrative tasks to ensure smooth operations
  • Act as a point of contact between the Executive and internal/external stakeholders
  • Assist in the execution of executive projects and initiatives
  • Lead and coordinate other administrative staff as needed

Executive Secretary Experience Requirements & Skills

  • Previous experience supporting high-ranking officials or management
  • Familiarity with executive-level responsibilities and tasks
  • Excellent organizational and time-management skills
  • Proficiency in office software such as Microsoft Office suite
  • Strong understanding of business administration
  • Exceptional communication and interpersonal skills
  • Ability to handle confidential information with discretion
  • Attention to detail with excellent proofreading and document management abilities
  • Research skills to gather relevant information for decision-making
  • Efficient multitasking and task prioritization skills

Executive Secretary Education & Qualification Requirements

  • Bachelor’s degree in Business Administration or a related field

Executive Secretary Job Description Template — Free Download

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Related: How To Write a Job Description

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